Graduate Coordinator

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.  
Civil & Environmental Engineering (CEE) is seeking a new member for our Student Services Team, consisting of 4 staff supporting approximately 450 graduate and undergraduate students and 40 faculty instructors.  You will provide general administrative and programmatic support to the department's eight graduate degree programs: two Doctor of Philosophy degrees, three Masters of Science in Engineering programs, and three Masters of Engineering programs.  This includes responding with accurate and timely information to prospective and current students, faculty, and staff. You will be responsible for general program administration, recruitment and admissions, records and enrollment, advising and curricular issues, and financial aid. This position is highly utilized for analyzing student data/trends, resolving complex requests (i.e., College, Rackham, Employers) and mitigating student issues. You report to the Student Services Manager.
Our staff mission is to collaborate, create and innovate alongside our talented faculty and students.  We strive to be the best possible resource to the CEE community by being proactive, forward-thinking and streamlined in our work.  We support the global impact of the CEE community with our commitment to teamwork, cooperation, and mutual success toward common goals.
Support approximately 200 graduate students across 8 degree programs, through each stage of their career: application and admission, matriculation and attendance, academic milestones, graduation and alumni tracking
PROGRAMS - 20% Assist grad students and advisors with milestone tracking and that courses align with degree program Tracking and managing all grad student Official Transcripts and degree conferrals Process administrative forms for Master?s and PhD students Resolve registration issues with students and issue electronic permissions as needed Coordinate Research Proposal Exams by preparing transcripts and setting reminders Review Prelim Guidelines for each group (Structures, Transportation, Construction, Environmental, etc.) and be generally familiar with them Coordinate Preliminary Exams for pre-candidates (Nov & March) by reviewing CEE PhD Guidelines & monitoring time to degree, updating milestones & sending milestone reports to pre-candidates and their PhD advisors Collaborate with Rackham as needed to submit forms, clarify policies Anticipate needs of the students and faculty, such as FAQs, appointment timelines, evaluation tracking, etc. and proactively address them Identify and promote resources and support services to students and faculty Meet with graduate students each semester to monitor progress and identify potential issues and opportunities GradUATE Committee - 20% Provide support to the CEE Grad and Masters Chairs, including creating agendas, taking minutes, creating presentation materials, providing policies, etc. Ensure Rackham compliance, applications, admissions / fellowships Review petitions and policies Assist with Recruitment weekend(s), develop recruiting program Select grad students for CoE & Rackham awards Track award options (e.g., ProQuest, Rackham, etc.) and send reminders using template emails Coordinate collection of nominations and ensure timely submission Collaborate with Rackham regarding forms, policies, resources, etc. Provide support and assist with the response regarding Rackham program reviews Develop metrics to measure success (admissions, recruiting, events, special programs, etc.) Run Business Objects reports and conduct general data mining as needed (e.g., Trends regarding recruiting initiatives, yields enrollments, URM numbers, casebook supporting data, etc.) Manage the annual evaluation processes Graduate exit surveys and placement tracking / career outcomes for Rackham and CoE Creating electronic forms and/or surveys (Qualtrics, Google) Distributing to appropriate groups; monitoring returns and issuing reminders Summation (and some data entry) of responses using business intelligence (charts, graphs) RECRUITING AND ADMISSIONS - 20% Lead and/or attend grad recruiting events such as EMERGE and MDOT TRDP to network, present and/or answer questions regarding application inquiries Assist Manager with Visit Weekend Support growing community of Pelham Scholars with professional customer service and connecting them to networking opportunities Assist the Student Services Manager in coordinating the department Graduate Program admissions process for both doctoral and master?s students from application to matriculation Update UGRAB application site as materials are received Contact applicants with partially completed applications to encourage them to complete the application process Assist with processing admissions decisions and sending offer letters using business intelligence ADMINISTRATIVE - 15% Support the programming events and classes for graduate students Organize graduate student orientation sessions, mentoring program, training sessions, and other events Assist and participate in recruitment weekend(s), commencement reception, welcome events, awards luncheon, dissertation defenses and other events as needed Develop and administer departmental GSI orientation sessions Oversee graduate student email groups, office assignments and roster updates Create itineraries, flyers, email reminders and other forms of communication Collaborate with various committees, other departments and coworkers to plan successful events Support Graduate Student Advisory Council with planning and events Liaison for GrEENPEAS (environmental grad student organization) Maintain the grad student areas of the CEE website, bulletin boards, and departmental flyers Maintain incoming graduate student Google site and current graduate student handbook Work with appropriate committees and staff to create and distribute marketing materials Verify changes to CoE and/or Rackham Bulletins HR AND FINANCIAL - 10% Fellowship award entry for graduate students (verified by Student Services Manager in order to maintain separation of duties) Learn and accurately update UGRAB / SIC database - run reports, pin communications to student records  Maintain knowledge of GEO contracts and resources at a sufficient level to be compliant with policies, procedures, and processes Advise and send reminders to students regarding I-9, I-20, SSN applications or renewals Arrange and schedule OET testing for GSI candidates Monitor OPT status for students and assist them with issues related to visa status Manage all I-20 needs for all grad students, track I-20 end dates for PhD students and notify students and PhD advisors of end date no later than 6 months in advance. Assist students with visa, I-9, SSN, MPassport and other HR related questions. Maintain confidential files DEGREE AUDITS - 10% Prepare final degree audits for graduating students Manage and update UGRAB Degree Audit advising system as needed to match Master's degree program guideline changes for all MS degree programs Each term, check for degree requirements, including GPAs, course grades and Credits toward Program. Prepare internal degree audit reports for Program Advisors to review and approve/deny Update and maintain degree audits and forms (new degrees and modifications) within college systems Prepare Official Degree Audits for both Rackham and CoE Programs.  Send internal degree audit reports to MS Chair for review and approval (SignNow)  Notify MS Chair of any areas of concern  Process signed reports and submit to Rackham/CoE Registrar prior to deadline Leadership ? 5% Represent the department accurately and professionally across the college and university in various meetings and events Actively participate in staff development training sessions, faculty/staff meetings, and other venues for learning and sharing information; may facilitate training sessions (e.g., new hires, new processes) within CEE Build rapport with students, faculty, staff, and prospective students; gain the trust of faculty Positively influence colleagues by utilizing respect for others, listening skills, good communication, accurate knowledge of the facts, and a strategic view of Student Services Attend and actively participate in college graduate coordinator meetings and Rackham grad coordinator forums to learn and share best practices for efficiency, effectiveness, reducing liability, etc. Actively participate in department Graduate Committee, Graduate Student Advisory Council, and other committees as assigned Follow and add to monthly list of tasks to manage competing priorities and plan well in advance for larger projects Capture policies, procedures and processes in writing to share with faculty, staff, students, new hires, colleagues, etc. to improve consistency/transparency of practices, train new faculty/staff, cross-training within our department (Ideally link process to each task for each month, term or year) Serve as backup for other CEE Student Services team members as needed Other duties as assigned
Associate degree and a minimum of 5 years' directly related work experien ce or a combination of education and experience. Have demonstrated ability to work successfully in a team environment as well as work independently with minimal supervision Possess a high level of proficiency with information technology applications including MS-Office (spreadsheets, word processing, calendars), and web management (e.g., WordPress) Possess strong organizational skills Must be able to create and develop relationships with a diverse group of students and faculty, while maintaining confidentiality where appropriate Strong communication skills with a customer service focus required, including listening and the ability to follow directions Have demonstrated a high level of critical thinking, problem solving, and decision-making Demonstrated ability to establish priorities, multi-task, set and achieve goals and deadlines Learn quickly and stay calm in the face of concurrent tasks with competing deadlines Display excellent judgment while operating in a flexible and highly professional manner Be capable of performing with a high degree of attention to detail and accuracy Show the desire/ability to identify opportunities for streamlining processes, procedures and duties Be flexible to occasionally adjust hours to host and/or attend student events Bachelor's degree 8 years directly related work experien ce Reasonable knowledge of UM policies and procedures, particularly relating to Student Services, Human Resources and FERPA regulations Familiarity with College, Rackham and U-M policies and procedures as they pertain to student programs Proficiency with M-pathways, Business Objects and web-based programs In-depth familiarity with the GEO contract and related resources Experience with the CollegeNet and UGRAB / SIC database This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks.  Background checks are performed in compliance with the Fair Credit Reporting Act.
Job openings are posted for a minimum of seven calendar days.  The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
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